Regular Meeting of the HACEP Board of Commissioners

25 February 2015, 5:30pm
– 6:30pm

5300 East Paisano Drive
El Paso, Texas 79905

Meeting Agenda

Meeting Agenda

TAKE NOTE THAT AN ANNUAL MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF EL PASO, TEXAS WILL BE HELD AT 5300 EAST PAISANO DRIVE, EL PASO, TEXAS WEDNESDAY, FEBRUARY 25, 2014 COMMENCING AT 5:30 P.M.

ALL MATTERS LISTED UNDER THE CONSENT AGENDA WILL BE CONSIDERED BY BOARD OF COMMISSIONERS (BOC) TO BE ROUTINE AND WILL BE ENACTED BY ONE MOTION UNLESS SEPARATE DISCUSSION IS REQUESTED BY BOARD OF COMMISSIONER MEMBERS. WHEN THE VOTE HAS BEEN TAKEN, IF AN ITEM HAS NOT BEEN CALLED OUT FOR SEPARATE DISCUSSION, THE ITEM HAS BEEN APPROVED. BOC MAY, HOWEVER, RECONSIDER ANY ITEM AT ANY TIME DURING THE MEETING. THE WORDING OF ALL AGENDA ITEMS SHALL APPEAR IN THE MINUTES OF THE MEETING OF THE BOC AS POSTED, UNLESS OTHERWISE REVISED BY THIS OR OTHER MOTION OF THE BOC, WITHOUT THE NECESSITY OF THE STAFF READING THE WORDING BY EACH ITEM INTO RECORD.

CONSENT AGENDA:

12. PURCHASING AND CONSTRUCTION CONTRACT AND PURCHASE ORDER AWARDS:

A. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR HUMAN RESOURCES AND PAYROLL SERVICES CONTRACT # FS 13-C-0060. THIS CONTRACT WAS PROCURED THROUGH THE TCPN COOPERATIVE PROCESS. THE RECOMMENDATION IS AS FOLLOWS:B. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR PROPERTY APPRAISAL SERVICES AND RELATED STUDIES. THIS IS FOR THE SECOND AND FINAL YEAR RENEWAL. THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

Public Housing

Award to:

Wilkinson, Pendergras & Beard L. P.

Contract # OPS 13-C-0054

Valbridge Property Advisors

Contract # OPS 13-C-0055

Combined Contract Award:

$80,000 est.

Funding Source:

Operating Budget

Procurement Type:

Request for Proposal (RFP)

Contract Term:

Renewal

C. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR GROUNDS MAINTENANCE AT HENDERSON, HERVEY, MUNOZ, AND SITGRAVES CONTRACT # OPS 13-C-0061. THIS IS FOR THE SECOND AND FINAL YEAR RENEWAL. THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

Section 8 New Construction

Award to:

Evergreen Lawn Service

$80,932 est.

Funding Source:

Section 8 New Construction

Procurement Type:

Request for Proposal (RFP)

Contract Term:

Renewal

D. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR STRATEGIC COMMUNICATIONS PLANNING AND CONSULTING SERVICES CONTRACT # PIO 14-C-0040. THIS IS FOR A FIRST AND FINAL RENEWAL. THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

Public Information Officer

Award to:

CultureSpan Marketing

One-year extension

Funding Source:

COCC

Procurement Type:

Request for Proposal (RFP)

Contract Term:

Renewal

E. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN RECOMMENDATION FOR CONTRACT AWARD FOR APPLIANCE PARTS # WH 15-B-0005. THIS CONTRACT WAS PROCURED THROUGH THE INVITATION FOR BID (IFB) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

Warehouse

Award to:

Cunningham Distribution

First Source Servall

PDQ Supply

$28,966 est.

$4,609 est.

$18,815 est.

Funding Source:

Operating Budget

Procurement Type:

Invitation for Bid (IFB)

Contract Term:

New

F. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN RECOMMENDATION FOR CONTRACT AWARD FOR LEASED HOUSING SERVICES CONTRACT # RAD 15-B-0007. THIS CONTRACT WAS PROCURED THROUGH THE INVITATION FOR BID (IFB) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

RAD

Award to:

Integrity Asset Management

$300,000 est

Funding Source:

RAD

Procurement Type:

Invitation for Bid (IFB)

Contract Term:

New

G. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN CONTRACT MODIFICATION FOR PLUMBING EQUIPMENT AND SUPPLIES CONTRACT # WH 13-C-0043. THIS IS FOR THE SECOND AND FINAL YEAR RENEWAL. THIS CONTRACT WAS PROCURED THROUGH THE INVITATION FOR BID (IFB) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

Department:

Warehouse

Award to:

C & L Plumbing

$61,518 est.

Funding Source:

Operating Budget

Procurement Type:

Invitation for Bid (IFB)

Contract Term:

Renewal

H. REQUEST THAT THE CONTRACTING OFFICER BE AUTHORIZED TO SIGN RECOMMENDATION FOR CONTRACT AWARD FOR DEVELOPMENT CONSULTING SERVICES CONTRACT # TS 15-R-0012. THIS CONTRACT WAS PROCURED THROUGH THE REQUEST FOR PROPOSAL (RFP) PROCESS. THE RECOMMENDATION IS AS FOLLOWS:

14. DISCUSSION AND ACTION REGARDING RESOLUTION ACKNOWLEDGING THAT THE FIRST TRANCHE OF THE RAD CONVERSION RELATES TO AND IMPACTS THE FOLLOWING PUBLIC HOUSING COMMUNITIES, WHICH WILL BE CONVERTED TO THE FEDERAL PBRA PROGRAM AND REHABILITATED AS PART OF THE CONVERSION:

15. DISCUSSION AND ACTION REGARDING RESOLUTION APPROVING ISSUANCE BY ALAMITO PUBLIC FACILITY CORPORATION MULTIFAMILY HOUSING REVENUE NOTE, SERIES 2015A (HACEP RAD CONVERSION PROGRAM PHASE I PROJECT) [THE “GOVERNMENT NOTE”] AND THE ALAMITO PUBLIC FACILITIES CORPORATION MULTIFAMILY HOUSING REVENUE BONDS, SERIES 2015B (HACEP RAD CONVERSION PROGRAM PHASE 1 PROJECT) [THE “BONDS”], WITH THE AGGREAGATE PRINCIPAL AMOUNT OF THE GOVERNMENT NOTE AND BONDS NOT TO COLLECTIVELY EXCEED $125,000,000; AND CONTAINING OTHER PROVISIONS RELATING TO THE APPROVAL THE RAD CONVERSION TRANCHE 1 CLOSING.

16. DISCUSSION AND ACTION REGARDING RESOLUTION TO AUTHORIZE THE HOUSING AUTHORITY OF THE CITY OF EL PASO, TO EXECUTE DOCUMENTS OR TAKE OTHER ACTIONS NECESSARY TO CLOSE ON THE FIRST TRANCHE OF THE RAD CONVERSION BY:

a) FACILITATING THE DEVELOPMENT AND REHABILITATION OF THE RAD TRANCHE 1 PROPERTIES LISTED BELOW (THE “PROJECTS”);

b) EXECUTING A PARTNERSHIP AGREEMENT FOR EL PASO RAD I, LTD. AS DEVELOPER OF THE PROJECTS (THE “PARTNERSHIP”); AND

c) EXECUTING THE FINANCING AND TRANSACTION DOCUMENTS FOR THE RAD TRANCHE 1 CLOSING RELATED TO THE PROJECTS AND PARTNERSHIP, TO INCLUDE:

(i) GROUND LEASE WITH THE PARTNERSHIP;

(ii) RAD DOCUMENTS;

(iii) LOAN DOCUMENTS; AND

(iv) BOND DOCUMENTS.

d) EXTEND SELLER FINANCING TO THE PARNERSHIP IN THE APPROXIMATE PRINCIPAL AMOUNT OF $77,080,000.

17. DISCUSSION, CONSIDERATION AND ACTION REGARDING ELECTION OF OFFICERS FOR THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF EL PASO, TEXAS.

A. ELECTION OF BOARD CHAIRPERSON.

B. ELECTION OF BOARD VICE-CHAIRPERSON.

18. SECRETARY’S REPORT.

OVERVIEW OF HACEP INSTRUMENTALITIES AND ENTITIES.

RAD UPDATE.

CHIEF FINANCIAL OFFICER REPORTS.

STATEMENT OF REVENUES/EXPENSES FOR DECEBER 2014.

STATEMENT OF CHANGES IN NET ASSETS FOR DECEMBER 2014.

HACEP NEWS ARTICLES/EVENTS.

19. THE BOARD OF COMMISSIONERS MAY RETIRE INTO EXECUTIVE SESSION AT ANY TIME UPON THE MOTION OF ANY COMMISSIONER PURSUANT TO THE TEXAS GOVERNMENT CODE, SECTION 551.071-551.076 TO DISCUSS ANY OF THE FOLLOWING:

THIS NOTICE HAS BEEN POSTED AT THE CENTRAL OFFICES OF THE HOUSING AUTHORITY, 5300 EAST PAISANO DRIVE, AND NOTICE HAS BEEN PROVIDED TO THE EL PASO COUNTY CLERK MORE THAN 72 HOURS IN ADVANCE OF THE ABOVE MEETING, AS REQUIRED BY CHAPTER 551 OF THE TEXAS GOVERNMENT CODE.

UPON REQUEST THE HOUSING AUTHORITY WILL PROVIDE AUXILIARY AIDS AND SERVICES SUCH AS INTERPRETERS FOR THE HEARING IMPAIRED, READERS, LARGE PRINT OR BRAILLE DOCUMENTS. THOSE REQUESTING AUXILIARY AIDS OR SERVICES MAY NOTIFY SERGIO VASQUEZ, EQUAL OPPORTUNITY COORDINATOR, AT (915) 849-3820, OR SVASQUEZ@HACEP.ORG AT LEAST 48 HOURS PRIOR TO THE MEETING.

SIMULTANEOUS ENGLISH/SPANISH TRANSLATION IS PROVIDED AT ALL REGULAR MEETINGS OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY.